Pre-qualification documents
Transcription
Pre-qualification documents
logo LONGHORN PUBLISHERS PREQUALIFICATION FOR SUPPLY OF GOODS, WORKS AND SERVICES FOR FINANCIAL YEARS 2015 / 2016 Longhorn Publishers is a public limited liability company with subsidiaries and a presence in Uganda, Tanzania, Rwanda, Malawi and Zambia. Longhorn Publishers Ltd invites applications from suppliers for 2015/2016. A. SUPPLY OF GOODS CATEGORY NO. ITEM DESCRIPTION LHP-A1-2015 Supply of software, computers, laptops, UPS units, printers and scanners, IT consumables LHP-A2-2015 Supply of general office stationery LHP-A3-2015 Supply of office furniture, fittings and equipments LHP-A4-2015 Supply of hardware and electrical items LHP-A5-2015 Supply of petrol and petroleum products LHP-A6-2015 Supply of common utilities and consumables e.g. detergents, tissue paper LHP-A7-2015 Supply and Maintenance of Firefighting equipment. LHP-A8-2015 Supply of Staff Uniforms, Dust Coats and Protective Gears. B. PROVISION OF SERVICES CATEGORY NO. ITEM DESCRIPTION LHP-B1-2015 Provision of Book Printing Services LHP-B2-2015 Provision of Market Research Services LHP-B3-2015 Provision of Automated Medical Card System Services LHP-B4-2015 Provision of graphic design, illustrations, photographs, etc. LHP-B5-2015 Provision of airtime/ scratch card and calling cards LHP-B6-2015 Provision of Management Consultancy and Training services LHP-B7-2015 Provision of travel and air ticketing services – (IATA/ KATA registered firms only) LHP-B8-2015 Repair and maintenance of servers, desktop computers, local area network. LHP-B9-2015 Provision of General Printing services, Design, Colour separation and Printing of promotional, communication and advertising materials, e.g. printing of T-shirts, caps, banners, fliers, posters, booklets, brochures etc. LHP-B10-2015 Repair, maintenance and servicing of motor vehicles (CM&TE registered firms only) LHP-B11-2015 Provision of Transportation, Taxis and Vehicle hire services LHP-B12-2015 Provision of Hotel, Catering /Outside Catering and Accommodation services LHP-B13-2015 Provision of courier services LHP-B14-2015 Provision of fleet management and motor vehicle tracking services LHP-B15-2015 Provision of security and alarm systems services LHP-B16-2015 Provision of insurance services (Motor vehicle, Assets and Cash in transit) LHP-B17-2015 Provision of Pest Control and Fumigation Services LHP-B18-2015 LHP-B19-2015 LHP-B20-2015 LHP-B21-2015 LHP-B22-2015 LHP-B23-2015 LHP-B24-2015 LHP-B25-2015 LHP-B26-2015 LHP-B27-2015 LHP-B28-2015 LHP-B29-2015 LHP-B30-2015 LHP-B31-2015 LHP-B32-2015 LHP-B33-2015 Provision of Staff Medical cover, WIBA, Cash in Transit and Fidelity Cover and Pension Management Scheme Provision of Debt Collection services Provision of Asset Valuation Services Provision of Audit and Tax Consultancy Provision of Legal Services Provision of Auditing and Risk Management Software services Provision of Integrated Marketing, PR and Event Management Services (Marketing Agency) Production and management of E-Books and digital content services Provision of Support, Maintenance and Implementation of MS Navision ERP Provision of Support and Maintenance of PABX, Telephone and related equipment Provision of Internet connectivity services Provision of Support and Maintenance of Printers and UPS units and photocopiers Provision of cleaning and, landscaping and general compound maintenance services Provision of sanitary and fumigation services Provision of logistics, clearing and forwarding services Provision of Consultancy services for HR, ICT, Finance etc C. PROVISION OF WORKS CATEGORY NO. ITEM DESCRIPTION Minor construction, partitioning, repairs, painting, plumbing and C1 demolition of building/offices and structures The Pre-qualification documents can be downloaded from the company website www.longhornpublishers.com All applicants are required to pay a non-refundable fee of Kshs.2,000.00 per category applied for except for category LHP-B4-2015 that will pay a fee of Kshs.1,000.00 All payments should be made to Longhorn Publishers, Bank A/c No. 0104030001100, Standard Chartered Bank, Industrial Area Branch, Nairobi. Deposit slips must be attached to the duly completed prequalification documents. Current suppliers and service providers must reapply. Completed pre-qualification documents in plain sealed envelope clearly indicating prequalification number and category being applied for should be deposited in the tender box at our Head office Funzi Road, off Enterprise Road, Industrial Area by 15th May 2015 addressed to The Managing Director, Longhorn Publishers P. O. Box 18033 – 00500 Funzi Road off Enterprise Road, Industrial Area, Nairobi, Kenya For any queries kindly email: procurement@longhornpublishers.com 2 LONGHORN PUBLISHERS LTD SUPPLIER PRE-QUALIFICATION DOCUMENTS THIS PRE-QUALIFICATION DOCUMENT SHOULD BE FILLED BY PROSPECTIVE SUPPLIERS WHO WOULD WISH TO PROVIDE GOODS AND SERVICES TO LONGHORN PUBLISHERS LTD FOR THE PERIOD 2015/2016 THE INFORMATION IS STRICTLY CONFIDENTIAL AND SOLELY FOR LONGHORN PUBLISHERS LTD. Company Name: _____________________________________________________________________ Company Address: Category No.: ______________________________________________________________ _____________________________________________________________________ Item/ Service Description: __________________________________________________________ The signatory of this supplier prequalification questionnaire guarantees the trust and accuracy of all responses given herein, and is an authorised officer or agent of the company. Information submitted and completed by: Name: ................................................................. Title: .................................................................. Date: .................................................................. Company Rubber Stamp 3 GENERAL INSTRUCTIONS In order that we may assess the suitability of your organization, below are the general instructions for completing the pre- qualification questionnaire. Carefully read the instructions before completing the questionnaire. 1. Participants to kindly note that this does not amount to any contractual obligation on the part of Longhorn Publishers Ltd, and the company is not obliged to invite tenders / quotations from any or all who express interest by responding to this invitation. 2. Responses to the pre-qualification questionnaire must be submitted as per the requirements stipulated in the entire document. Longhorn Publishers Ltd reserves the right to authenticate information provided herein without reverting to the participants. 3. Interested suppliers must respond in full and as concisely as possible to all questions relevant to the category for which they wish to be pre- qualified. 4. The document should be signed and dated by a duly authorized representative of the organization and submitted with relevant supporting documents /information. 5. It is a condition that participants must have complied with all statutory requirements concerning registration and remission of Taxes. To this end all suppliers shall be required to provide evidence of such compliance the right to authenticate information provided herein without reverting to the participant. 6. Kindly fill in the provided check list of documentary proof and extra information requested for in the entire document 4 INVITATION TO APPLY FOR PREQUALIFICATION LONGHORN PUBLISHERS LTD REQUIREMENTS FOR GOODS AND SERVICES PRE-QUALIFICATION INSTRUCTIONS 1.1 Introduction Longhorn Publishers would like to invite interested candidates who must qualify by meeting the set criteria as provided, to supply and deliver or provision of goods and services to the organization. 1.2 Pre-qualification Objective The main objective is to supply and deliver assorted items and also provide services under relevant tenders/quotations to the Managing Director, Longhorn Publishers as and when required during the period ending 30th June, 2016. 1.3 Invitation of Pre-qualification Suppliers registered with Registrar of Companies under the Laws of Kenya in respective merchandise or services are invited to submit their PRE-QUALIFICATION documents to THE DIRECTOR, LONGHORN PUBLISHERS so that they may be pre-qualified/registered for submission of tenders. Bids will be submitted in complete lots singly or in combination. The prospective Suppliers are required to supply mandatory information for pre-qualification/registered. 1.4 Experience Prospective suppliers and contractors must have carried out successful supply and delivery of similar items/services to other NGOs or private/public institutions of similar size and complexity. Potential suppliers/contractors must demonstrate the willingness and commitment to meet the pre-qualification criteria. 1.5 Pre-qualification Document This document includes questionnaire forms and documents required of prospective suppliers. 1.6 In order to be considered for pre-qualification/registration, prospective suppliers must submit all the information herein requested. 5 1.7 Distribution of Pre-qualification Documents Two copies of the completed pre-qualification/registration data and other requested information shall be submitted to reach: The Managing Director, Longhorn Publishers P. O. Box 18033 – 00500 Funzi Road off Enterprise Road, Industrial Area, Nairobi, Kenya Not later than 15th May, 2015 at 2.30 p.m. (Local Time) 1.8 Questions Arising from Documents Questions that may arise from the pre-qualification documents should be directed to the Managing Director, Longhorn Publishers whose address is given in par 1.7 1.9 Additional Information Longhorn Publishers reserves the right to request submission of additional information from prospective bidders. 2. BRIEF CONTRACT REGULATIONS/GUIDELINES 2.1 Taxes on Imported Materials The Supplier will have to pay all taxes payable as applicable for all materials to be supplied. 2.2 Customs Clearance The contractors shall be responsible for custom clearance of their imported goods and materials. 2.3 Contract Price The contract shall be of unit price type or cumulative of computed unit price and quantities required. Prices quoted should be inclusive of all delivery charges. 2.4 Payments All local purchase orders shall be on credit of a minimum of thirty (30) days or as may be stipulated in the Contract Agreement. 6 3. PRE-QUALIFICATION/REGISTERED DATA INSTRUCTIONS 3.1 Pre-qualification data forms The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7, and PQ-8 are to be completed by prospective suppliers/contractors who wish to be pre-qualified for submission of tender for the specific category. 3.1.1 The pre-qualified/registered application forms which are not filled out completely and submitted in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English and in ink. 3.2 Qualification 3.2.1 It is understood and agreed that the pre-qualification/registration data on prospective bidders is to be used by Longhorn Publishers in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to the Tender Category as described by the client. 3.2.2 Prospective bidders will not be considered qualified unless in the judgment of Longhorn Publishers they possess capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods/services. 3.3 Essential Criteria For Pre-Qualification/Registered 3.3.1 Experience: Prospective bidders shall have experience in the supply of goods, services and allied items. The potential supplier/contractor should show competence, willingness and capacity to service the contract at short notice. 3.3.2 Personnel The names and pertinent information and CV of the key personnel for individual or group to execute the contract must be indicated in form PQ-3. 3.3.3 Financial Condition The Supplier’s financial condition will be determined by latest financial statement submitted with the prequalification documents as well as letters of reference from their bankers regarding suppliers/contractors credit position. Potential suppliers/contractors will be pre-qualified on the satisfactory information given. 3.3.4 Special consideration will be given to the financial resources available as working capital, taking into account the amount of uncompleted orders on contract and now in progress data on Form PQ-4. However, potential bidders should provide evidence of financial capability to execute the contract. 3.3.5 Past Performance Past performance will be given due consideration in pre-qualifying bidders. Letter of reference and or copies of order/contracts from past customers should be included in Form PQ-6 7 3.4 Statement Application must include a sworn statement Form PQ-8 by the Tenderer ensuring the accuracy of the information given. 3.5 Withdrawal of Prequalification Should a condition arise between the time the firm is pre-qualified to bid and the bid opening date which in the opinion of the client/ Longhorn Publishers could substantially change the performance and qualification of the bidder or his ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, Longhorn Publishers reserves the right to reject the tender from such a bidder even though he was initially pre-qualified. 3.6 The firm must have a fixed Business Premise and must be registered in Kenya, with Certificate of Registration Incorporation/Memorandum and Article of Association, copies of which must be attached. 3.6.1 The firm must show proof that it has paid all its statutory obligations and have current Tax Compliance Certificate which is mandatory. 3.7 Litigation History The Applicant should provide information on any history of litigation or arbitration resulting from assignments carried out for the past 5 years or currently under execution (see Form PQ-7). 3.8 Prequalification Criteria Required Information 3.9 Form Type Points Score 1. Registration Documentation PQ-1 30 2. Pre-qualification Data PQ-2 10 3. Supervisory Personnel PQ-3 10 4. Financial Position PQ-4 20 5. Confidential Report PQ-5 10 6. Past Experience PQ-6 15 7. Litigation History PQ-7 5 TOTAL 100 The qualification is 70 points and over 8 FORM PQ-1 PRE-QUALIFICATION All firms to provide:1. Copies of Certificate of Registration. 2. Copy of PIN/VAT Registration Certificate of firm/company/individual. 3. Copy of current Tax Compliance Certificate from Kenya Revenue Authority 4. Copy of current Trade License. 5. Current Trade / Clearing Agent’s License 6. Current Custom License (Agent) 7. Membership certification of Association of Insurance Brokers of Kenya (AIBK) for insurance Services. 8. Valid certificate of Insurance from the Commissioner of Insurance for insurance services 9. Association of Kenya Insurance certificate for insurance services 10. NCA certificate for construction works (30 points) 9 FORM PQ-2 - PRE-QUALIFICATION DATA REGISTRATION OF SUPPLIERS APPLICATION FORM 1. I/We ………………………………………………………… hereby apply for registration as supplier(s) (Name of Company/Firm) of ………………………………………………………………………………………………………………………….. (Item Description) ……………………………………………………………………………………………………………………………… (Category No.) Post Office Address …………………………………………………………………………………………………. Town …………………………………………………………………………………………………………………….. Street …………………………………………………………………………………………………………………….. Name of building ……………………………………………………………………………………………………. Room/Office No. ……………………………………………… Floor No. ………………………………… Telephone Nos. ………………………………………………………………………………………………………. Full Name of applicant ……………………………………………………………………………………………. Other branches location ………………………………………………………………………………………….. 2. Organization & Business Information Management Personnel …………………………………………………………………………………………… President (Chief Executive) ……………………………………………………………………………………… Secretary ……………………………………………………………………………………………………………….. General Manager ……………………………………………………………………………………………………. Treasurer ………………………………………………………………………………………………………………. Other …………………………………………………………………………………………………………………….. Partnership (if applicable) 10 Names of Partners 3. Business founded or incorporated ……………………………………………………………........... 4. Under present management since …………………………………………………………………….. 5. Net worth equivalent Kshs.……………………………………………………………………………… 6. Bank reference and address ……………………………………………………………………………… ………………………………………………………………………………………………………………………. 7. Bonding company reference and address …………………………………………………………… 8. Enclose copy of organization chart of the firm indicating the main fields of activities ………………………………………………………………………………………………………… 9. State any technological innovations or specific attributes which distinguish you from your competitors ……………………………………………………………………………………… ………………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………………. 10. Indicate terms of trade/sale (10 Points) PQ-3 SUPERVISORY PERSONNEL 11 Name ………………………………………………………………………………………………………………… Age ……………………………………………………………………………………………………………………. Academic Qualification ……………………………………………………………………………………….. ………………………………………………………………………………………………………………………….. Professional Qualification ……………………………………………………………………………………. ………………………………………………………………………………………………………………………….. Length of service with Contractor or Supplier position held ……………………………………. ………………………………………………………………………………………………………………………….. (Attach copies of certificates of key personnel in the organization) (10 Points) 12 PQ-4 (1) - FINANCIAL POSITION AND TERMS OF TRADE Attach a copy of firm’s two certified financial statements giving summary of assets and current liabilities/or any other financial support. (2) Attach letters of reference from the bankers regarding supplier’s credit position. (20 Points) 13 FORM PQ- 5: LONGHORN PUBLISHERS CONFIDENTIAL BUSINESS QUESTIONNAIRE You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business. You are advised that it is a serious offence to give false information on this form Part I- General : Business Name …………………………………………………………………………………….. Location of business premises………………………………………………………….…………… Plot No. …………………………………….………. Street/Road…………………………..….….. Postal Address……………………………………………..………….Tel. No………………...…... Nature of business…………………………………………………………………………………… Current Trade Licence No………………………………….…………Expiring date………..…….. Maximum value of business which you can handle at any one time: Kshs……………………………. Name of your bankers…………………………………………………Branch ………………..…… Part 2 (a) – Sole Proprietor Your name in full……………………………………….…………….Age………….……. Nationality………………………………Country of origin………………………………. *Citizenship details…………………………………………………….……………….…. Part 2 (b) Partnership Given details of partners as follows: Name Nationality Citizenship Details Shares …………………………………………………………………………………………. …………………………………………………………………………………………. …………………………………………………………………………………………. ………………………………………………………………………………………….. 14 Part 2 ( c) – Registered Company: Private or Public……………………………………………………………………………. State the nominal and issued capital of companyNominal K£……………………………….. Issued K£………………………………….. Given details of all directors as follows:Name Nationality Citizenship Details Shares 1. ………………………………………………………………………………………… 2. ………………………………………………………………………………………… 3. ………………………………………………………………………………………… 4. ………………………………………………………………………………………… 5. …………………………………………………………………………………………. Date ………………………………………………..….Signature of Candidate………………………. *if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration. 15 FORM PQ-6 - PAST EXPERIENCE NAMES OF THE APPLICANTS CLIENTS (NGO, PRIVATE & PUBLIC) IN THE LAST TWO YEARS. NAMES OF OTHER CLIENTS AND VALUES OF CONTRACT/ORDERS 1. Name of 1st Client (organization) i) Name of Client (organization) ………………………………………………………… ii) Address of Client (organization) ……………………………………………………… iii) Name of Contact Person at the client (organization) ………………………….. iv) Telephone No. of Client …………………………………………………………………… v) Value of Contract ……………………………………………………………………………. vi) Duration of Contract (date) …………………………………………………………….. (Attach documental evidence of existence of contract) 2. Name of 2nd Client (organization) i) Name of Client (organization) ………………………………………………………… ii) Address of Client (organization) ……………………………………………………… iii) Name of Contact Person at the client (organization) ………………………….. iv) Telephone No. of Client …………………………………………………………………… v) Value of Contract ……………………………………………………………………………. vi) Duration of Contract (date) …………………………………………………………….. (Attach documental evidence of existence of contract) 3. Name of 3rd Client (organization) i) Name of Client (organization) ………………………………………………………… ii) Address of Client (organization) ……………………………………………………… iii) Name of Contact Person at the client (organization) ………………………….. iv) Telephone No. of Client …………………………………………………………………… v) Value of Contract ……………………………………………………………………………. vi) Duration of Contract (date) …………………………………………………………….. (Attach documental evidence of existence of contract) 4. Others ……………………………………………………………………………………………………… (15 Points) 14 FORM PQ-7 - LITIGATION HISTORY Name of Applicant or partner of a joint venture Applicants, including each of the partners of a joint venture, should provide information on any history of litigation or arbitration resulting from supply/ provision of goods, services and works executed in the last five years or currently under execution (Section 3, Para. 3.7. A separate sheet should be used for each partner of a joint venture. Year Award FOR or AGAINST Applicant Name of client, cause of litigation, and matter in dispute (5 Points) 17 Disputed amount (current value, US$ equivalent) FORM PQ-8 - SWORN STATEMENT Having studied the pre-qualification/registered information for the above project we/I hereby state: a. The information furnished in our application is accurate to the best of our knowledge. b. That in case of being pre-qualified/registered we acknowledge that this grants us the right to participate in due time in the submission of a tender or quotation when invited/requested to do so by the Organization. c. When the call for Quotations is issued the legal technical or financial conditions or the contractual capacity of the firm changes we shall notify the Longhorn Publishers and acknowledge your right to review the pre-qualification made. d. We enclose all the required documents and information required for the prequalification evaluation. e. We confirm that we have not been debarred from participation in Private/Public or NGO Procurement and have no litigation procedure in process. Date ………………………………………………………………………………………..…… Applicant’s Name ………………………………………………………………………… Represented by ………………………………………………………………………… Signature …………………………………………………………………………………… (Full name and designation of the person signing and stamp or seal) 18